The cocktail reception usually brings business people together for 2 or 3 hours, whether for networking, a meeting or a special event. However, it can also serve as a preamble to a meal later in the afternoon or evening.
Cocktail dinners offer a less formal, more convivial and relaxed setting for meetings. In fact, this formula is becoming a “must” for companies. During the meeting, people get to know each other and chat. Most of the time, they’re on their feet, enjoying hot and cold bites of all kinds.
Here are the 3 secrets that make this type of business meeting a success, especially when you expect more than 20 people to attend.
1. Determine the objective and number of guests
Before you even think about booking a reservation at the local restaurant to bring business people together, define your objective.
A noisy public place is not the ideal environment for conveying messages to guests. It’s more suited to a 5 à 7. On the other hand, restaurateurs rarely modify their menus to offer you bite-sized snacks.
The cocktail reception is more a place for professional exchange, with a certain structure and a more subdued atmosphere. It may contain a short agenda, or at the very least a business objective. For example:
- A launch (project, product, service, division, etc.);
- Retirement;
- A promotion;
- Chamber of commerce networking;
- A thank-you to donors or sponsors;
- A fund-raising auction;
- A gathering of members of a professional order;
- Various NPO board appointments;
- Team-building events;
- A press conference;
Etc.
So, before you begin any planning, you need to determine the reason for the gathering and the number of participants you’d like to invite.
This first step will enable you to choose a suitable venue. It will be able to accommodate your guests, while providing you with the catering, alcohol and equipment needed for a presentation or to address the assembly.
2. Choosing the venue, room and ambience
The venue must be easily accessible to all, and offer a sufficiently large, practical and convivial room. The main requirements are:
- Accommodate all attendees without making them feel cramped;
- Allow servers to move freely between guests to distribute drinks and snacks;
- Contain a few high bistro-style tables, some of which will be accompanied by chairs to accommodate those who prefer to sit down.
Spaces with chairs and small tables can also be useful if media professionals are on site, making their work easier.
Getting people in the mood
We advise you to adapt the atmosphere to the context by decorating the premises, either with the company’s colors, or with seasonal hues. If you’re accompanied by a consultant, don’t hesitate to ask his or her advice. That way, you won’t have to worry about the logistics of this part.
This person will be able to add the personal touch you want by adapting the lighting, decoration and music to suit the chosen theme. Usually, the lounge, classic or nostalgic retro genres are popular.
Focus on originality
Surprise always has a nice effect on an audience in relaxation mode. Go for an original concept with a short show, either by a mixologist, a casino croupier, or a comedian!
3. How many bites and how much alcohol per guest?
You want to please everyone to show your appreciation. However, you also have a budget to respect, and a responsibility when it comes to alcohol consumption.
That’s why it’s important to calculate consumption carefully and avoid waste. At La Distinction, the choice of canapés and appetizers from our professional catering service is varied, refined and sure to please even the most discerning palate.
It’ll be hard to limit you, but we’ll help you make an informed choice! For your event, the caterer can present the cocktail in three different formulas:
- The cocktail reception, where guests are served appetizers that sometimes combine sweet and savory in a happy marriage;
- The self-service cold buffet;
- Stations and trays, more supportive and fun.
Kill two birds with one stone by delighting your guests with our local delicacies, both on the menu and in the wine selection. Here are our estimates of the quantities to serve your guests.
Cocktail formula – 5 to 6 bites per person/1 to 2 drinks
Meal formula – 12 to 18 bites per person/3 to 4 drinks
Take care of your invitation
Finally, include as many relevant details as possible in your invitation. Think of it as a guide to the evening, and also ask for feedback on food allergies.
It should at least contain:
- The reason for the cocktail party;
- Contact details and start and end times;
- The planned sequence of events;
- Mention of a “surprise” if applicable, to arouse interest;
- The dress code, whatever it may be.
Don’t hesitate to contact our team for more information on organizing your next cocktail party!
